Press Registration / Newsroom Policies and Procedures

Accepted abstracts are made available to the public online in advance of the meeting and are published in a special online supplement of Arthritis & Rheumatology. Information contained in those abstracts may not be released until the abstracts appear online. Academic institutions, private organizations, and companies with products whose value may be influenced by information contained in an abstract may issue a press release to coincide with the availability of an ACR abstract on the ACR website.

However, the ACR continues to require that information going beyond that contained in the abstract (e.g., discussion of the abstract done as part a scientific presentation or presentation of additional new information that will be available at the time of the meeting) remain under embargo until October 20 at 4:30 PM (Central Time).Violation of this policy may result in the abstract being withdrawn from the meeting and other measures deemed appropriate. Authors are responsible for notifying financial and other sponsors about this policy.

For more information regarding the ACR Embargo Policy, please contact the ACR Public Relations Department.

Journalists employed by a recognized news organization, including freelancers who contribute to such organizations, are eligible to apply for press registration. To be eligible for press registration, journalists in all categories must be directly involved in the creation of news content for organizations that meet these criteria:

• Publish original editorial news coverage in a regular news section
• Have complete editorial freedom from advertisers, funders, and/or sponsors
• If sponsored, the outlet has multiple sponsors (no single-sponsored publications)
• Advertisers, sponsors, paid editorial, and other funding sources are clearly identified

Bloggers
Bloggers will receive press credentials on a case-by-case basis. Include a copy of photo identification (such as a driver’s license or passport) and a copy of press identification (such as press credentials or a business card) or a statement about your blog’s intended audience and history. In addition, include copies of, or links to, three recent rheumatology or health-care science posts (posts demonstrating the blog’s coverage of rheumatology science). Finally, all blogs must demonstrate the dissemination of original, editorial news coverage and editorial freedom from advertisers and/or sponsors (single-sponsored blogs will not receive credentials; blogs with advertising must have multiple advertisers clearly identified).

Non-writing Editors
Editorial staff participating in the Annual Meeting for the sole purpose of editorial direction may apply for press registration, but will be required to submit a letter from a designated organization official confirming that the staff member will be representing the organization for the sole purpose of editorial direction as well as a copy of the publication (electronic or hard copy). Non-writing editorial staff is limited to one per organization.

Documentary Film Crews
Documentary film crews and video production companies must submit a written request to pr@rheumatology.org at least 30 days prior to the Annual Meeting that includes information about the company, the purpose of attending the Annual Meeting, a synopsis of the film/video/documentary project, and information on the editorial/financial supporters of the project.

Photographers/Videographers
Photographers, videographers, and/or other members of the multimedia team accompanying credentialed news outlets must submit an assignment letter with their registration that includes information about the total number of crew and specific role of each crew member. Photographer/videographer/multimedia registrations count towards the four registrations allowed per organization, and assignment letters must be on company letterhead.

The following individuals are not eligible for press registration or access to the press room and/or interview space designated for use by registered press:

• Individuals who receive exhibitor passes
• Publishing companies or a publication’s advertising, marketing, public relations, sales, circulation, or any other non-editorial function representatives (journalists must be working on behalf of the specific publication they are writing for, not a publishing company)
• Vendors contracted by a third party for services of videotaping, marketing, communications, or promotional/educational product development for corporate use
• Industry/exhibitor press officers and their public relations consultants
• Financial or business analysts
• Educational program developers (including CME writers and editors)
• Trade media management personnel
• Editors, writers, and scientific advisory board members for journals that do not have editorial news sections
• Companies or organizations producing publications, videos, and/or other electronic media intended for internal use, marketing, advertising, financial analysis, or public relations purposes. (Exhibitors wishing to film marketing and public relations videos, such as KOLs, are allowed to do so at their booths during non-exhibit hall hours with written approval from the exhibit hall staff. Please contact schandler@rheumatology.org for more information.)
• Media who produce a communications vehicle that is sponsored by a single organization or whose revenue for the publication or issue of a publication depends solely on coverage of the ACR’s meeting
• Media who produce communication vehicles that use the ACR’s name or logo to imply endorsement from the ACR also are ineligible to receive press credentials

• Sales, marketing, or representing a company for the purposes of obtaining advertising, subscriptions, selling photography/video production, or other products or services from any registrant or exhibitor
• Misrepresentation of role or activities to obtain media registration
• Sharing or distributing embargoed materials prior to the end of the embargo
• Developing or assisting in the development of continuing medical education programs
• Soliciting presenters and/or attendees for inclusion in CME programs or non-ACR publications
• Publishing or posting presentation slides, live streams of meeting presentations, or sharing copyrighted meeting materials without written permission (please see the ACR’s policies on abstract reprints and citations for information on how to obtain written permission to share an abstract)

Each year, the College holds several press conferences highlighting select research coming out of the meeting. These press conferences are an opportunity for invited investigators to share their findings with members of the media. Press releases are drafted for these studies and submitted to registered press under an embargo prior to the start of the meeting.

Press conferences are not open to the public; however, up to two representatives of each company may attend press conferences (which are held in space distinct from the Newsroom), but must remain silent.

Credentialed media have access to all general sessions, the exhibit hall, and poster hall. Access to pre-conference and ticketed events with limited enrollment, such as workshops and Meet the Professor Sessions, is restricted to ticket holders only. If space permits, press may be granted access to these events if written permission has been gained from the speaker prior to the start of the session.

To gain written permission, please contact the public relations staff at pr@rheumatology.org with a list of sessions you would like to attend. Staff members will contact the speakers and forward you an email with their response that verifies you are able to attend. The email granting you access to the session will need to be printed and taken with you in order to gain entry. Printers are available on site in the newsroom for the convenience of registered press members. All requests to contact speakers for permission to attend a ticketed session should be submitted no later than October 9 at 5:00 PM (ET).

All registered media are asked to observe the following policies in regard to filming, audio recording, and photography during the ACR/ARHP Annual Meeting.

• Filming sessions is strictly prohibited. Hand held audio recorders may be used in sessions for the sole purpose of reporting accuracy, assuming all intellectual property rights will be respected. Photos may be taken with prior permission from the presenter/speaker. Photos and/or audio recordings must be captured in a non-disruptive manner that does not disturb the presenter and other attendees.
• Filming inside of the Exhibit Hall and Poster Hall is strictly prohibited. Photos may be taken of individual posters and exhibits with permission of the presenter or exhibitor. Exhibitors who wish to conduct video activities at their booth need to contact Stacey Chandler at schandler@rheumatology.org.
• Capturing general photos and wide shots of the Exhibit Hall and Poster Hall is prohibited. Press who would like general photos of the Exhibit Hall and/or Poster Hall can obtain these after the meeting from the ACR by contacting pr@rheumatology.org.
• To film in public areas of the convention center, media must receive prior approval from the newsroom staff and a camera tag. Moving video recordings are limited to interviews with presenters/attendees, general b-roll, live video updates, and establishing shots.
• Registered press may photograph, videotape or record audio from any ACR/ARHP press conference. The press conference room may also be used to capture interviews when not in use.
• Any images from the meeting should be credited to the 2018 ACR/ARHP Annual Meeting.
• All still and video cameras must be pre-approved by the ACR public relations staff. Please indicate on your press credentials application whether you will be using a camera or video camera during the event. All persons with pre-approved devices will be issued a badge that contains a sticker indicating they are authorized to have their camera during the meeting. If you do not have one of these stickers, convention staff members are permitted to stop you from using your device.

Reproduction of materials such as abstract data, posters, presentation slides, etc., requires first obtaining permission from the listed author(s) and/or presenter(s) as well as from any individual or group that may hold copyright on the material. Please reference the Abstract Embargo and Permissions Policies for copyright and reprint details. Journalists violating copyright may have their press credentials denied the following year.

Press passes and meeting materials are distributed on-site in the newsroom by the ACR public relations staff. Embargoed press releases will be distributed to approved press via email prior to the meeting.

Insignias and logos of the ACR, ARHP, and Rheumatology Research Foundation are proprietary marks. Use of these in any fashion, by any entity, for any purpose, is prohibited without the written permission of the ACR. The use of insignias, logos, and images that mislead the intended audience to believe that a piece or production is coming from the ACR is strictly prohibited and may result in the denial of press credentials for future meetings.

If you intend to present coverage of the ACR/ARHP Annual Meeting in a dedicated website, newsletter, or promotional piece of any kind, please include the following disclaimer at the top of your piece: This information is brought to you by [insert organization name] and is not sponsored by, nor a part of, the American College of Rheumatology.

Additionally, you may not use the ACR/ARHP Annual Meeting logo nor company name to imply affiliation. Acceptable titles of your coverage are as follows:

• Highlights from  the 2018 ACR/ARHP Annual Meeting
• 2018 ACR/ARHP Annual Meeting Highlights
• 2018 ACR/ARHP Annual Meeting Review

The ACR reserves the right to request promotional activities violating this policy be edited or removed. Failure to comply with these guidelines may result in the loss of press credentials for future meetings.

To apply for press access to the 2018 ACR/ARHP Annual Meeting, visit the Press Pass Request page. Journalists should be prepared to provide the following:

• Photo identification (such as a driver’s license or passport)
• Media identification certifying that you are a working member of the print, broadcast, or online media (such as a business card, accredited press pass, or official media outlet-issued credential)
• An assignment letter from an editor, assistant editor, assignment editor, or designated organization official confirming that the journalist will be representing the organization and explaining the intended use of the resulting coverage (Bloggers may submit an overview of their blog and explain the intended use of the resulting coverage in lieu of an assignment letter)
• Bylined, published work samples, preferably related to the practice of rheumatology (scientific research studies, textbooks, textbook chapters, brochure/promotional copy, etc. do not qualify as news coverage)

All applications are done online, so you will need electronic versions of your press credentials, photo ID, assignment letter, and samples of your rheumatology-related coverage. Once your application has been reviewed, you will receive confirmation of approval or denial. If approved, you will then be able to reserve a hotel room at an Annual Meeting affiliated hotel. Applications will be reviewed and approved/denied within three - seven business days depending on the volume of requests being received.

Any organization or company that has science being presented at the ACR/ARHP Annual Meeting, or that has a product or device about which science is being presented at the meeting, may request the distribution of its press materials in the ACR Newsroom. The ACR will not allow press materials that address data that has not been publicly released (published or presented in a peer-reviewed format), or materials that address data presented in an unofficial ACR format (e.g., investigators meeting, evening, or post-meeting symposia).

Yes. All media kits and press releases must be pre-approved by the ACR. Press release guidelines are as follows:

• The ACR/ARHP Annual Meeting should be referenced, not counting disclaimers, in the following manner: 2018 ACR/ARHP Annual Meeting
• Press releases must directly relate to meeting abstracts and fully adhere to ACR’s embargo policies.
• Press releases must prominently display the corresponding abstract number(s) at the top of the first page.

Media kits: All press materials (such as press releases, fact sheets, etc.) must be on 8.5 x 11″ paper and can be packaged in a standard 9 x 12″ (or smaller) folder. The folder must be a corporate folder, not a product folder. Any label on the folder can only contain the following language:

“[Organization Name] Press Kit for Research Presented at the 2018 ACR/ARHP Annual Meeting”

Promotional/marketing materials (corporate reports, product promotions, samples, giveaways) are prohibited. An example of the media kit you wish to distribute (packaged as you intend to package for the Annual Meeting – including all materials you intend to include in the kit) should be submitted via mail or electronically for approval prior to the meeting. Physical copies should be mailed to: American College of Rheumatology; Attn: Jocelyn Givens, 2200 Lake Boulevard, NE, Atlanta, GA 30319. Electronic versions of kits can be emailed to pr@rheumatology.org.  

Press kits and press releases must be received by October 2. The ACR will respond to your request within three business days of receipt.

Press release only: Please send the final copy of your press release for approval to pr@rheumatology.org by October 8. The ACR will respond to your request within four business days. Press releases received after this deadline will only be reviewed if time permits. ACR receives a high volume of last-minute submissions, and priority will be given to those who met the October 8 deadline in the order they are received.

Each company/organization wishing to place a press kit in the newsroom is limited to one unique press kit. That one folder can contain multiple press releases and/or other information as appropriate.

Your initial delivery of up to 70 press kits should be made to the newsroom on October 19 between 10:00 AM – 2:00 PM. Press kits/releases not dropped off during this time will not be displayed until a member of the ACR PR staff is able to review the materials to confirm they match what was pre-approved. Each day after, you may replenish your supply between 8:00 AM - 5:00 PM , if necessary. Unused kits should be removed by 11:00 AM on October 24. Any materials still in the Newsroom after this time will be discarded.

It is the responsibility of those displaying information in the Newsroom to deliver and pick up all materials at the designated times. FedEx, UPS, and other type of courier deliveries will not be accepted, and the ACR Newsroom staff is unable to monitor materials.

• Does the ACR share its media list?
  More than 100 national and international trade and consumer journalists normally register to cover research presented at the ACR/ARHP Annual Meeting each year. The ACR does not share, rent, or sell the current or past list of registrants with attendees, exhibitors, or their representative public relations and marketing agencies.
• Does the embargo lift on all presentations/abstracts at the same time?
  Yes. The embargo lifts on all presentations/abstracts on October 20 at 4:30 PM (Central Time) regardless of when it is presented and if it is categorized as a late-breaker or not. Late-breaking abstracts follow the same rules as abstracts selected during the earlier submission process.